Form Entries | Exporting Form Entries - Zoho Forms

Exporting Form Entries

List View

You can choose to export form entries as a CSV or PDF file in List view.

Export form entries as CSV or PDF


Export as CSV

Export as CSV

Exporting form entries in bulk

To export all the form entries in bulk as a CSV file,
  1. In the All Entries section of your form, click the Export icon as shown. 
  2. Select Export as CSV.

    Export in bulk as CSV


    The Threshold Limit for the number of rows that you can export as CSV is 1,00,000. If the number of records to export exceeds this limit, the daily limit listed below will be applied based on your plan subscription.

       Plan   Limit
       Basic   25
       Standard   50
       Professional   100
       Premium/Express   200
       Zoho One   200

    The maximum number of rows that you can export irrespective of your plan is 1,000,000 (This includes the rows added in the Subform of each entry).
    Info
    A user can export a maximum of 30 times in bulk per hour.
  3. To protect the CSV file with a password, select the Protect with a password option and enter the Password. 

    Export as CSV pop-up
  4. If your form contains encrypted fields, you can choose to mask/unmask them while exporting entries.
  5. If you have a Matrix Choice field (in Dropdown, Text Box, Number, Currency type ) on your form, you can choose to export it's data in any of the following 2 formats depending on how you want to analyze the data:
    1. Combine answers in a cell: In this format, all the choices selected within the Matrix Choice field are combined into a single cell in the exported data. This can be useful when you want a quick overview of the respondent's choices without the need for detailed analysis.
      In a single cel
    2. Provide individual cells for each answer: In this format, each selected choice within the matrix choice field is exported into a separate cell. This format provides a more detailed view of the respondent's choices and allows for more granular analysis.
      In separate cells
  6. Click Done. The file will be downloaded in the CSV format.

Exporting selected form entries

To export selected form entries as a CSV file,
  1. In the All Entries section of your form, select the desired entries and click the Export icon as shown.
  2. Select Export as CSV.

    Export selected entries as CSV

  3. To protect the CSV file with a password, select the Protect with a password option and enter the Password.

    Exporting Selected Entries as CSV

  4. If your form contains encrypted fields, you can choose to mask/unmask them while exporting entries.
  5. If you have a Matrix Choice field (in Dropdown, Text Box, Number, Currency type ) on your form, you can choose to export it's data in any of the following 2 formats depending on how you want to analyze the data:
    1. Combine answers in a cell: In this format, all the choices selected within the Matrix Choice field are combined into a single cell in the exported data. This can be useful when you want a quick overview of the respondent's choices without the need for detailed analysis.
    2. Provide individual cells for each answer: In this format, each selected choice within the matrix choice field is exported into a separate cell. This format provides a more detailed view of the respondent's choices and allows for more granular analysis.
  6. Click Done. The file will be downloaded in the CSV format.

Export as PDF

To export form entries as a PDF file,
  1. In the All Entries section of your form, select the desired entries and then click the Export icon.
  2. Select Export as PDF.
    Export form entries as PDF

  3. To protect the PDF file with a password, select the Protect with a password option and enter the Password. If your form contains encrypted fields, you can choose to mask/unmask them while exporting entries.
  4. You can choose to export each entry in a new page by selecting the Start entry in new page option. For example, if the first entry requires three pages, the next entry will begin on the fourth page.

    Export as PDF pop-up

  5.  Click Done. The file will be downloaded in the PDF format.
Notes
Note: You can export only selected form entries using the Export as PDF option. If you wish to export all the entries in bulk, choose the Export as CSV option.
If you are looking to export all your data collected using your forms from the cloud to your computer, click the   icon in the top-right corner to access the Control Panel and click Data Export under Data Administration.

Kanban View

You can export your form entries as a CSV file in Kanban view.

To export the form entries,
  1. In the All Entries section of your form, click the Export icon as shown.
  2. Select Export as CSV to export all entries as a CSV file.

    Export form entries in Kanban View

Note: Unlike List view exporting selected entries is not feasible in Kanban view as it does not support multi-select option.
         3. To export the form entries as a password protected file, select the Protect with a password option to enter the password and click Done to download the file in CSV format.